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Intro
| ICE: Detention Services Cost Statement (DSCS) |
| This Detention Services Cost Statement is mandatory for all applicants requesting a new detention contract or housing rate modification to complete this document in its entirety. This Excel document contains various tab that contain schedules that will assist ICE’s Contracting Officers with their fair and reasonable determinations and negotiations. The document will also assist detention facilities in developing a complete and supportable proposal. |
PURPOSE
The purpose of this document is to provide a clear and consistent framework for providing pricing information for ICE detention facilities. Criteria used to evaluate fixed per diem rates based on actual and allowable costs will be in accordance with the Federal Acquisition Regulations ("FAR") for contracts with private vendors. We recommend that personnel completing this document are well trained to ensure compliance with the applicable portions of the FAR and the Service Contract Act.
BASIC GUIDELINES
The fixed per diem rate will be computed on the basis of actual, allowable, and allocable direct and indirect costs associated with the operation of the facility and that benefit federal prisoners during the most recent accounting period.
SCHEDULES TO BE COMPLETED
Only the light brown highlighted field can be modified by the preparers. All other fields have been locked, and the password will not be provided to the preparers. The following is a listing of tabs or schedules included in this document and a brief overview of each:
1. Cover Page This includes a summary of the outputs from the various cost categories that are covered on the back tabs, as well as the basic information about the facility in order to identify it.
2. Staffing Input A - The preparer must enter current year data for the benefits and taxes paid to staff at the facility, as well as an abbreviated staffing plan that describes the posts in the facility.
3. Staffing Input B - The preparer must enter current year base labor rates for each position in the facility.
4. Staffing Output - The preparer does not need to enter data on this tab. It serves to summarize the results of the rate build-up on tabs 2 and 3.
5.Facility Costs - The preparer must enter current year and prior year data for costs directly related to the lease (if applicable) and upkeep of the detention facility. For equipment lease and operations and maintenance costs, these charges must be itemized in order to provide greater detail on their composition.
6. Other Direct Costs (ODCs) - The preparer must enter the other operating costs associated with the acceptable categories of other costs in running a detention facility. For detainee welfare, these costs should be itemized by category (e.g., bedding, toiletries, etc.).
7. G&A - The preparer must enter the costs associated with the various categories included in the administration of its facility. The preparer should itemize the taxes shown on the sheet, and for FAR-based contracts, should reference FAR Section XXX in order to verify that these taxes are allowable.
8. Contract Services – The preparer must provide the costs for consultant and contract services to the extent that they benefit federal prisoners. The preparer should not show any costs here that are also included in their reported Direct Costs, but only those that are charged by a third party subcontractor.
9. Depreciation & Interest – The preparer must provide the original value, salvage value, and useful life for any buildings or large equipment that are not leased and for which depreciation is charged. The depreciation will calculate automatically using the straight-line method. In addition, the vendor may provide information on its debt service/cost of money, which will be reimbursed at the semi-annually set rate that is allowable under the FAR. The preparer should note, however, that the value for interest/cost of money will not be subject to additional profit, per the FAR.
10. Profit - The preparer must enter the chosen percentage for profit margin to be levied on the operating and non-operating costs expressed in the Jail Cost Statement.
11. Transportation - The preparer must enter the information related to transportation services offered at the facility, if applicable.
1.Cover page
| Cover Page Instructions |
| Complete the light brown cells with the facility's identifying information and population data below. All white cells calculate automatically from other sheets |
| A. Identifying Information | | |
| Facility name | | |
| Contractor's Name (Operator) | | |
| Total facility size (square feet) | | |
| B. Capacity | | |
| Total capacity | | |
| ADP (Last twelve months) | | |
| Current population | | |
| C. Time Frame (Fiscal Year) | | |
| D. Financial Information | | |
| | % of contract |
| Staffing | $ - 0 | 0% |
| Facility | $ - 0 | 0% |
| Other Direct Costs | $ - 0 | 0% |
| Total Operating Costs | $ - 0 | 0% |
| Depreciation & Interest | $ - 0 | 0% |
| Contracted Services | $ - 0 | 0% |
| G&A | $ - 0 | 0% |
| Total Non-Operating Costs | $ - 0 | 0% |
| Profit | $ - 0 | 0% |
| TOTAL CONTRACT VALUE | $ - 0 | 0% |
| Bed-day rate at total capacity | $ - 0 |
| Bed-day rate ADP (Last twelve months) | $ - 0 |
| Bed-day rate at current population | $ - 0 |
| Vendor's proposed rate(s)/price(s)* Tier I ► | |
| Tier II ► | |
| Tier III ► | |
| Tier IV ► | |
Total profit margin 0%
| Transportation Costs (if applicable) | $ - 0 |
| * Include Tiered rates in additional cells as needed | |
2.Staffing Input A
| Staffing Input A Instructions |
| Complete the light brown cells with SCA/CBA data and staffing plans below. Please include descriptions for any "other" benefits in cells N10-P17. The white cells will calculate automatically with the data from this tab and Staffing Input B. You do not need to use all rows. |
| SCA/CBA Instructions |
| Complete the light brown cells in the table below, reflecting each applicable SCA/CBA, or the benefits for each type of staff at the facility |
| SCA/CBA specific hours and burdening | Hours | | | | | | | | | Burden | | | | | | | | | | Overtime | Shift premiums | | |
| Annual | | | | | | Non | | | Benefits and other hourly labor rate burden | | | | | | Taxes | | | | | Day shift | Swing shift | Graveyard shift |
| Total | Holidays | Vacation | Sick | Training | Guardmount | Prod. | Productive | Overtime | H&W | Retirement | Other Benefit 1 | Other Benefit 2 | Other Benefit 3 | Other charges | FICA | FUTA | SUTA | Worker's comp | OT premium | 1 | 2 | 3 |
| | | | | | | - 0 | - 0 | | | | | | | | | | | | | | | |
| | | | | | | - 0 | - 0 | | | | | | | | | | | | | | | |
| | | | | | | - 0 | - 0 | | | | | | | | | | | | | | | |
| | | | | | | - 0 | - 0 | | | | | | | | | | | | | | | |
| Staffing List Instructions |
| Complete the full position staffing lists below for all four categories (professional, event, fixed, transportation), as applicable. The descriptions of each role type are below. |
| Description of professional roles | Description of event roles | Description of fixed posts | Description of transportation roles |
| Administrative, support, or managerial roles that are essential to the operation of the facility though not directly tied to a detainee-facing function. These roles do not obtain shift premiums or have a relief factor applied. | Positions that are essential to the execution of an operational function that is not required to occur for the entirety of an 8 hour shift for 5-7 days per week, e.g., meals, recreation, visitation, court, laundry. | Positions that are essential to maintain a presence or operation for a full shift for 5-7 days per week, e.g., desk operations, gate guard, perimeter patrol. | Positions required for the execution or immediate availability of detainee transportation from the proposed facility to another location. |
| Professional roles | | | | | | | Event roles (e.g., dinner, recreation, active use of law library) | | | | | | | | | | | | Fixed posts | | | | | | | | | | | | Transportation roles | | | | | | | | | | | |
| Role | Position count | Est. wages | Est. benefits | Est. taxes | Est. cost | Detention Officer? (Y/N) | Event | Shift | Position | Position Count | Days/Week | Duration (hrs) | Est. FTE | Est. wages | Est. benefits | Est. taxes | Est. cost | Detention Officer? (Y/N) | Shift | Post desc. | Post count | Position | Days/week | Hrs/shift | Est. FTE | Est. wages | Est. benefits | Est. taxes | Est. cost | Detention Officer? (Y/N) | Shift | Post desc. | Post count | Position | Days/week | Hrs/shift | Est. FTE | Est. wages | Est. benefits | Est. taxes | Est. cost | Detention Officer? (Y/N) |
| | | | | $ - 0 | | | | | | | | | | | | $ - 0 | | | | | | | | | | | | $ - 0 | | | | | | | | | | | | $ - 0 | |
3.Staffing Input B
| Staffing Input B Instructions |
| Complete the light brown cells below, listing all unique positions (using the exact position titles as listed on tab Staffing Input A), their SCA/CBA, company, and unburdened hourly labor rate. You do not need to use all rows. |
| | | | Labor rate | | | | | | | | | | | | | | | | Annual hours | | | | | | | | | Cost basis | | | | | | | | | | |
| | | | Base rate | Burdening | | | | | | | Taxes | | | | | Fully burdened | Overtime | | Base | Non-productive hours | | | | | Hours | Hours | Overtime | Base | Per 5 day position | | | | | Per 7 day position | | | | |
| Position description | SCA/CBA | Detention Officer? (Y/N) | Company | Labor rate | H&W | Retirement | Other Benefit 1 | Other Benefit 2 | Other Benefit 3 | Other charges | Total Benefits | FICA | FUTA | SUTA | Worker's comp | Total taxes | Fully burdened rate | OT premium | OT rate | Total | Holidays | Vacation | Sick | Training | Guardmount | Productive | Overtime | Cost | Cost per FTE | FTE/5 day position | Wages/5 day position | Benefits/5 day position | Taxes/5 day position | Cost/5 day position | FTE/7 day position | Wages/7 day position | Benefits/7 day position | Taxes/7 day position | Cost/7 day position |
4.Staffing Output
Total staffing cost $ - 0
| Staffing plan summary | |
| FTEs | - 0 |
| Detention Officers | - 0 |
| Other | - 0 |
| Wages | $ - 0 |
| Benefits | $ - 0 |
| Taxes | $ - 0 |
| Detention Officers | | | | |
| Professional | Event | Fixed | Total |
| FTE Count | - 0 | - 0 | - 0 | - 0 |
| Annual cost | $ - 0 | $ - 0 | $ - 0 | $ - 0 |
| Wages | $ - 0 | $ - 0 | $ - 0 | $ - 0 |
| Benefits | $ - 0 | $ - 0 | $ - 0 | $ - 0 |
| Taxes | $ - 0 | $ - 0 | $ - 0 | $ - 0 |
| Non-Detention Officers | | | | |
| Professional | Event | Fixed | Total |
| FTE Count | - 0 | - 0 | - 0 | - 0 |
| Annual cost | $ - 0 | $ - 0 | $ - 0 | $ - 0 |
| Wages | $ - 0 | $ - 0 | $ - 0 | $ - 0 |
| Benefits | $ - 0 | $ - 0 | $ - 0 | $ - 0 |
| Taxes | $ - 0 | $ - 0 | $ - 0 | $ - 0 |
5. Facility
Total Facility Costs $ - 0
| Facility Instructions |
| Complete the light brown cells below, as well as the required itemizations (marked by the asterisks). Please also enter the prior year values. The percentage change will automatically calculate in Column E, and will color red if there is an increase greater than 10%. The Government may require further documentation to justify these increases. If any buildings or equipment is depreciated rather than leased, please enter the information required by the Depreciation & Interest tab (#6). |
| Current year $ | Prior year | % change |
| Building lease or rent | | | 0% |
| Equipment lease* | $ - 0 | $ - 0 | 0% |
| Utilities | | | 0% |
| Operations and maintenance* | $ - 0 | $ - 0 | 0% |
*For items with an asterisk, please provide itemize charges in the space provided below
| Major equipment leased |
| Major Equipment Instructions |
| Enter the lease costs for major equipment, as well as a brief description. |
Description Cost Prior year cost
Total $ - 0 $ - 0
| Operations and maintenance costs |
| Operations and Maintenance Instructions |
| Enter the costs to maintain the facility (e.g., supplies), as well as the costs from last year. |
Description Cost Prior year cost
Total $ - 0 $ - 0
6. Depreciation & Interest
Total depreciation and interest $ - 0
| Depreciation & Interest Instructions |
| Enter the information in the light brown cells, and descriptions where appropriate. If a building has been repaired or renovated, include the cost of the renovation under the "Repairs/Upgrades or Equipment Depreciation" section, and depreciate that value seperately, rather than re-setting the value of the building. If the Government is charged a facility fee through a lease or rent charges, do not fill out the Building portion, and include those charges separately in the Facility tab (#5). If there is an increase of more than 3% from a prior year, Column E will turn red, and the Government may require further documentation. |
| | Prior year | % change |
| Building depreciation | $0.00 | | 0% |
| Equipment depreciation | $0.00 | | 0% |
| Interest/Cost of money | $0.00 | | 0% |
| Building depreciation |
| Building Depreciation Instructions |
| Enter the required information in the light brown cells, and the depreciation charge will be automatically calculated using the straight-line method |
| Building name | Year built | Original value | Salvage value | Life of the building (years) | Annual depreciation |
| | | | | $0.00 |
| | | | | $0.00 |
| | | | | $0.00 |
| | | | Total building depreciation | $0.00 |
| Repairs/Upgrades or Equipment depreciation |
| Repairs or Equipment Depreciation Instructions |
| Enter the required information in the light brown cells, and the depreciation charge for equipment and repairs will be automatically calculated. |
| Equipment/Repairs description | Year purchased | Original value | Salvage value | Life of the equipment or repairs (years) | Annual depreciation |
| | | | | $0.00 |
| | | | | $0.00 |
| | | | | $0.00 |
| | | | | $0.00 |
| | | | | $0.00 |
| | | | Total equipment depreciation | $0.00 |
| Cost of money |
| Cost of Money Instructions |
| Enter the outstanding loans for depreciable buildings, equipment, or repairs listed above. Per FAR section 31.205-10, the vendor is eligible for reimbursment of the cost of money on the current book value (defined as the remaining book value after depreciation expenses from all prior years are subtracted) at the rate released quarterly by the Treasury Department. While this amount is intended to cover interest or "cost of money" on capital expenditures, profit may not be applied to this amount. Therefore, this line item is excluded in the profit calculations in tab "10.Profit" |
| Asset description | Original Value | Annual depreciation expense | Years depreciated | Current book value | Cost of money | Annual interest payments |
| | | | $ - 0 | 2.375% | $0.00 |
| | | | $ - 0 | 2.375% | $0.00 |
| | | | $ - 0 | 2.375% | $0.00 |
| | | | $ - 0 | 2.375% | $0.00 |
| | | | $ - 0 | 2.375% | $0.00 |
| | | | $ - 0 | 2.375% | $0.00 |
| | | | | Total cost of money | $0.00 |
7. ODCs
Total Other Direct Costs $ - 0
| Other Direct Charges Instructions |
| Enter the information by category into the light brown cells below, itemizing where prompted. If medical care at the facility is provided by a subcontractor, do not enter costs for medical supplies and equipment (which should be included in the medical subcontract). Credits are defined as overpayments the Government has made in the past year, which should be subtracted from the overall contract cost in the current period. Cells in Column E will turn red if costs have increased more than 10% in the last year, and the Government may require further documentation to justify these increases. |
| Current year $ | Prior year | % change |
| Food and kitchen supplies | | | 0% |
| Detainee welfare* | $ - 0 | $ - 0 | 0% |
| IT | | | 0% |
| Telecom | | | 0% |
| Medical supplies and equipment | | | 0% |
| Recreation | | | 0% |
| Education | | | 0% |
| Credits | | | 0% |
| Officer uniforms (if not in CBA) | | | 0% |
*For items with an asterisk, please provide itemized charges in the space provided below
| Detainee welfare and supplies |
| Welfare and supplies Instructions |
| For detainee supplies and welfare, itemize by category (toiletries, linens, etc.) for the current and prior period. |
Description Cost Prior year cost
Total $ - 0 $ - 0
8. Contracted services
Total contracted services $ - 0
| Contracted Services Instructions |
| Complete the light brown cells below to show the costs of the relevant subcontracts and third party fees for the current and prior year, along with the name of the company or government to whom those fees are paid. If there is a Transportation subcontract, enter that information on the Transportation tab (#11). Cells in Column F will turn red if the cost of the subcontract has increased more than 10% in the last year, and the Government may require further documentation to justify these increases |
| Subcontract | Current year $ | Prior year | Vendor name | % change |
| Medical (including dental and mental health) | | | | 0% |
| Education | | $ - 0 | | 0% |
| Food Services | | | | 0% |
| Security | | | | 0% |
| IGA fee | | | | 0% |
9. G&A
Total G&A $ - 0
| Other Direct Charges Instructions |
| For the general and administrative costs of the facility, complete the light brown cells below, including a brief description of the spend in each category and itemizations where prompted. If charges have increased more than 10% since the prior year, cells in Column E will turn red, and the Government may require further documentation to justify these increases. |
| Current year | Prior year | % change | Brief description of charges |
| Accounting | | $ - 0 | 0% | |
| Audit/Risk | | $ - 0 | 0% | |
| Finance | | $ - 0 | 0% | |
| Human Resources | | $ - 0 | 0% | |
| Insurance | | $ - 0 | 0% | |
| Legal | | $ - 0 | 0% | |
| Office Supplies and miscellaneous | | $ - 0 | 0% | |
| Taxes* | $ - 0 | $ - 0 | 0% | |
| Travel and Staff Training | | $ - 0 | 0% | |
| *For items with an asterisk, please provide itemize charges in the space provided below | | | | |
| Tax Itemization |
| Tax Itemization Instructions |
| Enter the itemized amounts that the vendor paid in the last year for taxes that are allowable under FAR section XXX |
| Description | Current year | Prior year | % change |
| | | 0% |
| | | 0% |
| | | 0% |
| | | 0% |
| | | 0% |
| | | 0% |
| Total | $ - 0 | $ - 0 | |
10.Profit
Total Profit proposed $ - 0
| Profit Instructions |
| Complete the light brown cells to give the profit percentage chosen out of the acceptable range, as well as a short justification for that rate of profit. |
| Total cost base | Profit margin | Profit $ | Justification of profit rate |
| Profit on operating costs | $ - 0 | | $ - 0 | |
| Profit on non-operating costs | $ - 0 | | $ - 0 | |
| Operating Costs | $ - 0 |
| Detention Labor | $ - 0 |
| Facility | $ - 0 |
| Other Direct Costs | $ - 0 |
| Non-Operating Costs | $ - 0 |
| G&A | $ - 0 |
| Contracted Services | $ - 0 |
| Depreciation | $0.00 |
11. Transportation Transportation costs $ - 0
| Transportation Instructions |
| If the facility also provides detainee transportation services for ICE, please complete the information below. If transportation is provided by another vendor on a subcontract, enter the charge in row 13 and the profit in row 9 and do not complete the rest of the sheet. If the vendor provides transportation independently, the staffing charges will automatically populate from the two Staffing Input tabs (#2 and #3). Then, the vendor can show their costs the all-in rate per mile with an estimated number of miles per month, and/or as itemized lease, repairs, insurance, and fuel costs. Note that these charges will be paid on a separate invoice, and will not affect the bed-night rate on the contract. |
| Profit on transportation | Total transportation costs | Profit margin | Amount of profit |
| Base spend on transportation | $ - 0 | | $ - 0 |
| Subcontract | Current year $ | Prior year | Vendor name | % change |
| Subcontract for Transportation | | | | 0% |
| Staffing information |
| Staffing Instructions |
| This information populates automatically from tabs 2 and 3 ("Staffing Input A and B"). If the information appears to be incorrect, please edit the "Transportation" section on tab 2 and the base wage on tab 3 |
| Category | Transportation Officers |
| FTE Count | - 0 |
| Annual cost | $ - 0 |
| Wages | $ - 0 |
| Benefits | $ - 0 |
| Taxes | $ - 0 |
| Vehicle Mileage |
| Vehicle Mileage Instructions |
| If the vendor chooses to express costs as a charge per mile, the costs scan be entered into the light brown cells below to show the mileage charges by vehicle type. If the vendor would rather show its costs itemized below, see Rows 43 to 46. |
| Vehicle Type | Mileage/month | Rate/mile | Cost/month | Annual cost |
| | | $ - 0 | $ -0 |
| | | $ - 0 | $ -0 |
| | | $ - 0 | $ -0 |
| | | $ - 0 | $ -0 |
| | | $ - 0 | $ -0 |
| | | $ - 0 | $ -0 |
| | | $ - 0 | $ -0 |
| | | $ - 0 | $ -0 |
| | | $ - 0 | $ -0 |
| | | $ - 0 | $ -0 |
| | | $ - 0 | $ -0 |
| | | $ - 0 | $ -0 |
| | | $ - 0 | $ -0 |
| | | $ - 0 | $ -0 |
| | | $ - 0 | $ -0 |
| | | $ - 0 | $ -0 |
| | | $ - 0 | $ -0 |
| | | $ - 0 | $ -0 |
| TOTAL | | | | $ - 0 |
| Itemized Vehicle Charges |
| Itemized Vehicle Charge Instructions |
| Complete the table below to show the type, number, and cost of lease fees that the contractor pays for vehicles to provide transportation services to ICE. If the vendor would rather show its cost as a mileage fee, see Rows 31 to 35. |
| Vehicle Type | Brief description | Cost per vehicle | Number of vehicles | Annual cost |
| Vehicle Lease | | | | $ -0 |
| Vehicle repairs/maintenance | | | | $ -0 |
| Vehicle insurance | | | | $ -0 |
| Fuel costs | | | | $ -0 |
| TOTAL | | | $ - 0 |